How to structure work data in Teamhood?

Here we provide a quick guide how to pick the most suitable workspace structure based on the use case. This will help in easily structuring your data.

Essential structure or data hierarchy blocks in Teamhood are

Workspace – Board – Row

Workspaces

Workspace is an ideal element to group people working together, this way you can control who has access and roles in the workspace. In most cases you should choose workspace based on function (i.e. sales, marketing, engineering, etc.), projects portfolio or simply whole organization (projects, admin tasks, etc.). Below you can see sample of Teamhood workspaces:

Boards

Boards are key structural elements for workspace. Boards are ideal for grouping work items and then using boards to filter in other views.

Each board can be used to represent different projects, clients, groups of people or process steps. Examples:

Marketing workspace:

• Campaigns Board
• SEO Board
• Brand identity Board
• Content Board

Wooden House Manufacturing workspace:

• RFQ Board
• Analysis and Design Board
• Manufacturing Board
• Shipping and Assembly Board

Northwind Projects workspace:

• Solar Project Board
• Sea energy Project Board
• Wind park Project Board
• New age solar R&D Project Board
• Digitalization 2050 Project Board

IT Product Development workspace:

• Roadmap Board
• Backlog Board
• Sprints Board
• Retrospectives Board

Digital Agency Customers workspace:

• Northwind Inc. Customer Board
• Goldilocks Inc. Customer Board
• Teamhood Ltd. Customer Board
• JK Smith & Pearsons Customer Board

Rows

You can use rows to group different: teams, resources, project stages, work packages, classes of services, priorities, months, weeks, years, etc. Rows can come in handy when filtering work item data in views,

Workspace Views

Each workspace can have specific views to gain a different perspective on your work data. You can add views by pressing “+” sign near the workspace title.

Workspace views are ideal when you need to view data from multiple boards. This is ideal for reporting or managerial overview.

Single Team task management

Go for a single workspace and split different work stages into boards, and each board should be split into at least a few rows, like in the example below:

Sales Team

• Pipeline
  • SMB
  • Mid-size
  • Enterprises
• Deals
  • SMB
  • Mid-size
  • Enterprises
• Customer Success
  • SMB
  • Mid-size
  • Enterprises
• Administrative
  • Reporting
  • Due payments
  • Recurring duties

Multiple team task management

Decide whether your teams collaborate on a daily basis. If not choose separate workspaces for each team and then start structuring your data in boards/rows accordingly.

Sales Team

• Pipeline
• Deals
• Customer Success
• Administrative

Marketing Team

• Campaigns
• SEO
• Brand identity
• PR

If teams do need to collaborate on a daily basis, chose a single workspace and a dedicated board per team. You can make boards private to ensure only certain people can view work data.

Sales and Marketing

• Sales Team
• Marketing Team
• Common Tasks

Project management – short and small projects

Duration: 1-6 months
Team: <5 people
Work items: <20

If you are running a significant amount of small projects every few months it is optimal to create a single workspace with boards to group/categorize projects if possible and rows either per project or even further grouping of projects.

Northwind Projects (Workspace)

• Americas (Board)
  • Project Wind (Row)
  • Project Solar (Row)
• EMEA (Board)
  • Project Solar (Row)
  • Project Sea (Row)
• Asia (Board)
  • Project Wind (Row)
  • Project Sea (Row)

In case your projects are shorter than 1 month and they involve only a couple of work items, it is better to put them all either in one or more boards and then use rows for further grouping and only top-level work items to represent projects. Item templates can save a lot of time for standardized work.

Project management – medium sized projects

Duration: 3-24 months
Team: 5-25 people
Work items: 20-1000

If each project involves a significant amount of work items and takes time to finish, it is optimal to create a single workspace per portfolio and then as many boards as there are projects. You can use rows for work packages or project phases.

Northwind Projects

• Project Wind
• Project Solar
• Project Sea

Project management – project program

Duration: >24 months
Team: > 25 people
Work items: >1000 work items

For large scope projects create a single workspace per program and use boards for separate projects or parts of the project program. Rows can be used as phases or further breakdown of work.

Project Program

• Digitalization EMEA
  • Initiation
  • Procurement
  • Onboarding
  • Reporting
• Digitalization Americas
  • Initiation
  • Procurement
  • Onboarding
  • Reporting
• Digitalization Asia
  • Initiation
  • Procurement
  • Onboarding
  • Reporting
• Administrative

If you have questions or the above guide is not enough contact us!